A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, October 20, 2015 at 5:30 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were Floyd Ball, Gail Owen, Michael Wood, Walt Smith, Dave Ellis, Martin Spears and Larry Crain. Also in attendance was Dolores Sue representing Planned Community Management, Inc. (PCMI) and Officer Felchak.
With a quorum being established, the meeting was called to order at 5:30 p.m.
MINUTES
The minutes of the September 15, 2015 Board Meeting were reviewed. A motion to accept the minutes as written was made by Michael Wood, seconded by Walt Smith and unanimously approved.
HOMEOWNER CONCERNS
There were 4 homeowners present. Katy Hall introduced herself. She is on the swim team Board and will be acting as a liaison with our Association. Another resident expressed his appreciation for the Board’s hard work for the community and asked about some deed restriction violations at a certain property. The Board explained that it is aware of the issues cited and that appropriate action has been initiated.
PATROL SERVICE REPORT
The Board reviewed the patrol service report. There were no major issues or concerns reported.
FINANCIAL REVIEW
Dave Ellis presented the financials. As of September 30, 2015 the money in the bank totaled $680,383. This figure includes checking, savings accounts and CD’s and is the money to cover both operating expenses and the necessary reserve to fund maintenance and replacement of the Association’s capital assets. This total also includes $5,530.84 in prepaid assessments. Delinquency for the month ending September 30, 2015 was $16,277.50
OLD BUSINESS
2016 Budget and Assessment - Per the September 15, 2016 Board meeting the 2016 assessment rate will remain at $700.00 with no increase over the current rate.
National Night Out - Michael Wood expressed thanks to all the volunteers who contributed their efforts to make the October 6 National Night out a success. The event was attended by 456 residents from fifteen of the streets in our neighborhood. The Board thanked Michael for chairing this committee and all for his hard work.
Various Actions Approved between Board Meetings - Floyd Ball reported that with a majority of the Board it was decided:
1.
To remove some horseshoe stakes from the area near the perimeter fence.
2.Some residents were given the opportunity to remove trees planted too near to the perimeter fence.
Clubhouse Repairs - Dave Ellis reported that work on the repainting of the clubhouse exterior and replacement of the cladding on the clubhouse canopy and cabana posts which was awarded to Evans Home Service is scheduled to begin early next week.
He also reported that following the breakage of one of the lights at the entrance to the clubhouse a new pair has now been installed. These have an integral photocell so that they will remain on during the hours of darkness and will automatically turn off in the daylight.
NEW BUSINESS
Approve Proposal for Replacement of up to Six Thousand Feet (6,000 feet) for Perimeter Fence - Larry Crain explained that, as approved at the September meeting, a specification for the replacement of up to six thousand (6,000) feet of our original perimeter fence was prepared and five companies were invited to submit proposals. Of these, three responded with bids which ranged from $20 to $24.5 per foot.
The specification includes the provision that the quality of the construction will be reviewed after the selected contractor has completed fence sections spanning the first two lots and continuation of the contract will be contingent on it successfully passing this inspection. The Association also reserves the right to terminate the contract at any time it may become unsatisfied with the selected contractor’s performance. With these provisions, a motion to award the contract to the lowest bidder, Adrian Granados Company at a price of $20 per foot, was made by Larry Crain, seconded by Walt Smith and unanimously approved.
Assessment letter to go with Invoices - The letter to be mailed with 2016 invoices has been completed and will be mailed with the 2016 assessment notice.
Contracts Up for Renewal with no Increase - The landscaping Contract with Texas Lawn Care is up for renewal on November 1, 2015, and that for our patrol services on January 31, 2016.
A motion to approve renewal of both of these contracts as of their termination dates was made by Walt Smith, seconded by Larry Crain and unanimously approved.
Issues Arising from the 84th Session of the Texas Legislature - The Board is reviewing the revisions to the laws governing Home Owners’ Associations that were passed at the Texas Legislature’s 84th Session. One major change is that decisions on a certain category of issues can now be approved by a majority of directors outside of regular meetings. Previously such decisions required unanimous written consent. There will be a need for other minor procedural adjustments and the Board is awaiting advice from the Association’s attorney. These changes will require revisions to both the Association bylaws and certain other of our dedicatory instruments and will be presented for approval by our members at the April 2016 general meeting.
ADJOURNMENT TO EXECUTIVE SESSION
At 6:15 p.m. the meeting was adjourned to executive session
Decisions Made During Executive Session
The Board reviewed all Deed restriction matters and disposition of same.
The Board discussed sending a special assessment notice to a mortgage company and obtaining some help on one specific account.
The Board reviewed a request by a homeowner who requested help in paying for replacement of their fence which backs up to the Association property but does not belong or benefit the Association. It was decided that the fence has to remain the homeowner’s responsibility and unfortunately the Association cannot contribute to its replacement.
With no further business the meeting was adjourned at 6:33 p.m.
The next meeting will be held on November 17, 2015 starting at 5:30 p.m. at the community clubhouse.
